Fugara User Guide

Schedule Work ​

A scheduled work session is the shared appointment record for a visit. It can be prepared by an office employee, a manager, the technician who will perform the work, or the same person who does all three.

Before you begin ​

You need all of the following:

  • the correct active company;
  • a client you are allowed to edit; and
  • at least one instrument for that client.

To send appointment emails, the client must also have a contact with a valid email subscribed to Appointment confirmations and changes for confirmations, or Appointment reminders for 24-hour notices and manual reminders.

If no client appears, or the client is view-only, ask an Administrator to update your access. If the instrument list is empty, open the client Overview and add an instrument first.

Choose where to begin ​

You can schedule the same kind of work session from several places:

  • Calendar is best when date and time are the starting point.
  • A client's Work History is best when you are already reviewing that client.
  • A due Maintenance Visit Reminder is best for recurring or planned maintenance. It carries the reminder title and notes into the new work.

All three paths create a work session that appears on the company Calendar, Dashboard, client Work History, and assigned Work Tracker choices.

Schedule from Calendar ​

  1. Open Calendar.
  2. Optionally filter the calendar by client.
  3. Choose Add Work Session, or select a calendar cell to prefill its date and time.
  4. Select the client when Fugara is in multi-client mode.
  5. Select the instrument. If the client has only one, it is selected for you.
  6. Enter the scheduled start.
  7. Select the Fugara users expected to work on the visit. Use Additional Technicians for people who do not have Fugara accounts.
  8. Add the goals for the visit.
  9. Add private preparation information under Internal Notes.
  10. If wanted, select Send Scheduling Confirmation or Send 24hr Notice.
  11. Choose Add Work Session.

Fugara schedules the visit from its start time. A planned end time is not required.

Use the calendar's date navigation and available views to move between dates. Select an existing event to review its work details. Refresh reloads the schedule; clearing Filter by Client returns to all accessible clients.

Schedule from a client's Work History ​

  1. Open the client.
  2. Choose Work History.
  3. Select Schedule a Visit.
  4. Select the instrument and enter the scheduled start.
  5. Add technicians, goals, notes, and email options as needed.
  6. Save the work session.

This is the same appointment record used by Calendar. It is not a second or client-only type of schedule.

Schedule from a maintenance reminder ​

  1. On the Dashboard or in Work History, find the due reminder.
  2. Choose Add Work Session.
  3. Review the proposed client, date, instrument, goals, and reminder notes.
  4. Finish the schedule and save.

The reminder and the work session remain separate. Creating the work session does not delete the underlying recurring reminder.

Prepare the visit for the field ​

Before the work date, check the session in Calendar or Work History:

  • The client and instrument are correct.
  • The scheduled start uses the right time zone and time of day.
  • The goals tell the field worker what is expected.
  • Assigned technicians are correct.
  • The client has received any intended scheduling message.
  • Any private access instructions are in Internal Notes rather than client-facing text.

If the site has linked heating or cooling controls, open the scheduled work's Details to arrange automatic HVAC preparation. The client contact's Site preparation email preference does not schedule this thermostat change.

If an outside helper needs to track time without a Fugara account, use Copy Helper Link from Work History or Work Session Details. Share the link only with the intended helper. It works while the work session remains incomplete.

Send or resend a reminder message ​

For future scheduled work, open Work History and choose Send Reminder Email. The message goes to contacts subscribed to Appointment reminders. If the button is unavailable, add a qualifying contact with an email address first.

Change the appointment safely ​

Use the action that describes what actually happened:

  • Reschedule changes the planned start while keeping the work session.
  • Complete closes the work session after everyone has submitted their work.
  • Delete removes a work session that should not remain, such as a visit that will not happen. Do not use Delete merely to move its date.

Ending a person's Work Tracker does not complete the shared work session. This allows several people to submit work and gives the office a chance to review it before choosing Complete.

Next: Track work.